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Expenditure Authorization Schedule

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General Guidelines

    (1) All expenditures must be in accordance with the approved budget, unless approved otherwise by the Board of Elders. (Note: The budget is a guideline and not an authorization to spend.)

    (2) Expenditure authorization is to be obtained ”before” an expense is incurred. An exception is made for regular monthly expenditures (e.g. utility and telephone bills).

    (3) A voucher is required to be completed before cash disbursement. (Vouchers are available in the side room.)

    (4) All expenditures are to be supported by a receipt or appropriate documentation. Sign and date the voucher when submitting for payment approval. Be certain that the expense description is clear enough for a third party to understand (e.g. an auditor).

    (5) The appropriate authority is to approve the expenditure by signing and dating the voucher.

    (6) Persons are not to approve payments of more than $50 to themselves. Submit vouchers above this amount to an authorized person.

    (7) If in doubt about church expenditures, please ask for clarification from the church treasurer or a member of the Board of Elders.

Authorization

A. All expenditures must be in accordance with the following general authorization:

    (1) Expenditures in the amount of $100 or less may be approved by the commission chairman, Deaconate chairman, member of the pastoral staff, or member of the Board of Elders.

    (2) Expenditures in excess of $100 and up to $500 must be approved by the appropriate commission chairman or Deaconate chairman, and the elder representative. (Note: Special guidelines may be needed for pastoral staff.)

    (3) Expenditures in excess of $500 must be approved by the appropriate commission chairman, Deaconate chairman, or member of the pastoral staff, and the Board of Elders.

    (4) All expenditures from the Capital Improvement Account must be approved by the Board of Elders.

B. Special authorization is granted for the following expenditures:

    (1) Members of the pastoral staff may approve payments from the Benevolent Account in amounts up to $300.

    (2) The Deaconate chairman can also approve payments up to $300, but requires consultation with a member of the pastoral staff. Amounts exceeding $300 require the approval of the Board of Elders.

    (3) All office related expenditures up to $100 may be approved by the office manager. Expenditures in excess of $100 and up to $500 must be approved by the office manager and a member of the pastoral staff.

    (4) Expenditures up to $100 under the budget category "Staff and Leadership," other than those that are office related, may be approved by members of the pastoral staff. Amounts in excess of $100 and up to $500 must be approved by two members of the pastoral staff or by a member of the pastoral staff and the Stewardship Commission elder.

    (5) All building supplies and repairs expenditures up to $100 may be approved by the Facility Caretaker. Expenditures in excess of $100 and up to $500 must be approved by the Facility Caretaker and the Facilities Commission chairman, Facilities Commission elder, or a member of the pastoral staff.

C. The following are regular expenditures the church treasurer or elder(s) with check signing authority are authorized to approve:

    (1) Staff payroll

    (2) Payroll taxes and Workmen's Compensation,

    (3) Utility expenses

    (4) Property taxes

    (5) Regular missionary support

    (6) Designated missionary support

    (7) Petty cash reimbursements

    (8) Postage expense

D. The church treasurer or elder(s) with check signing authority are authorized to approve expenditures of special projects approved by the Board of Elders.

E. Members of the pastoral staff or members of the Board of Elders are authorized to approve payment of honorariums that are consistent with the approved Honorarium Schedule.

Approved: _____________________

Related Topics: Administrative and Organization